Assistant Director, Alumni Relations - College of Medicine

College of Medicine • Gainesville, FL

2d • Hybrid

About The Position

The University of Florida’s College of Medicine is seeking an Assistant Director of Alumni Relations to lead engaging programs, events, and communications that bring our alumni community to life. In this role, you will plan and execute signature events, support reunion and giving initiatives, and develop outreach that strengthens alumni engagement and philanthropic support. You will collaborate across teams and build relationships with alumni while managing multiple projects that directly contribute to the college’s mission. This is a great opportunity for someone who is organized, proactive, and energized by creating experiences that connect people and make a difference.

Requirements

• Master’s degree in an appropriate area of specialization; or a bachelor’s degree in an appropriate area of specialization and one year of relevant experience.
• A valid driver’s license and good driving record are essential.
• The ability to pay for expenses using your own personal credit card or funds and have them reimbursed is essential.
• Proficient in the following areas: Windows operating systems, Microsoft Word, Excel, and Access, as well as internet browsers and email platforms.

Nice To Haves

• Minimum of two to three years of high-level project management is strongly preferred.
• The ability to work strategically, develop and implement constituency programs and activities, along with a talent for motivating volunteers.
• Demonstrated experience in alumni relations, advancement, development, or constituent engagement, preferably within higher education or an academic medical environment.
• Strong understanding of donor cultivation, stewardship, and engagement strategies that align alumni involvement with institutional priorities.
• The ability to meet deadlines, be self-motivated, and work independently.
• Accuracy, attention to detail and a customer service-oriented attitude.
• Ability to work collaboratively and a team player.
• Competency in problem solving.
• Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of individuals are essential.
• Highly self-directed professional with a track record of working independently, exercising sound judgment, and managing multiple initiatives simultaneously.
• Support the University’s commitment to creating a respectful and collaborative work environment that values integrity, professionalism, and mutual respect in all interactions; demonstrated success collaborating with stakeholders; strong project management skills; experience in a data-driven environment; excellent organizational abilities; and the capacity to lead, influence, and inspire others are essential.
• Familiarity with donor databases, contact management systems, and tracking systems is also highly preferred.
• The ability and willingness to travel.

Responsibilities

• Engage in collaborative efforts to increase the College of Medicine Alumni Participation by providing proactive assessments of current practices and innovative programs to enhance overall alumni engagement.
• Plan and execute the bi-annual Alumni Board meetings and maintain records associated with the meetings, such as meeting minutes.
• Manage vendor relationships and communication to handle all stages of contract procurement and reimbursements for Alumni events, including, but not limited to, Alumni Weekend, department specific alumni events, and specialized alumni population events.
• Responsible for organizing and coordinating college-wide special events that are consistent with strategic focus and image of the University of Florida, UF Advancement, and the College of Medicine. This includes special events and varied off-site and on-campus events designed to promote both academic and non-academic activities within the University.
• Manage student volunteers at all events. This includes working with MD and PA student leaders at all any and all events such as Speaker Series events, alumni tours, Match Day, Graduation, and White Coat. This also includes obtaining Cicerones for large-scale events and managing their tasks, like Alumni Weekend.
• Design and deliver alumni communications pieces, including, but not limited to, email news updates to alumni, processes alumni bereavement letters in accordance with UF and UF Advancement communication regulations.
• Partner with UF COM Student Affairs office, UF COM Dean’s Office and UF Alumni Relations to coordinate intersecting programs and events.
• Manage the birthday notifications for all COM alumni, providing suggestions to the Director to foster engagement among alumni.
• Coordinate and maintain stewardship inventory and promotional items including but not limited to graduation, residency completion, and HOST.
• Manage the Alumni Ambassador Network and other student-alumni engagement programs.
• Serve as the primary contact for responding to all division email inquiries for College of Medicine’s Development and Alumni Affairs website, Dr. Gator; design and deliver email news updates to alumni through department newsletters.
• Lead the program support for the Reunion Giving Program by requesting and organizing monthly giving reports, disseminating information to class committees, sending class communications, and coordinating the internal and external constituents involved in the reunion giving program.
• Manage public relations activities, which include assisting with written and oral communications between the department and alumni, prospects, and donors; assisting with the design, preparation, and dissemination of electronic communication handling special projects; and working closely with development staff on major fundraising initiatives.
• Develop marketing plans for alumni-student engagement events and reunion giving.
• Create and disseminate related materials to internal and external constituents.

Benefits

• Low-cost State Health Plans : Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages : (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
• Exceptional Personal and Professional Development Opportunities : Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level